Payroll Management Service National Museum Wales

Payroll Management Service National Museum Wales

Expressions of interest are sought from suitably qualified organisations who are able to supply a Human Resource Information System with multi-locational access by employees for a self service function. UK-Wales: time accounting or human resources software package

2012/S 112-185898

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

I.1)Name, addresses and contact point(s)

Amgueddfa Cymru – National Museum Wales
Cathays Park, Cardiff
For the attention of: Michael Evans
CF10 3NP Wales
UNITED KINGDOM
E-mail: michael.evans@museumwales.ac.uk

I.2)Type of the contracting authority
I.3)Main activity
I.4)Contract award on behalf of other contracting authorities

Section II: Object of the contract

II.1)Description
II.1.1)Title attributed to the contract by the contracting authority:

Provision of Human Resource System and Payroll Management Service.
II.1.2)Type of contract and location of works, place of delivery or of performance

Services
Service category No 9: Accounting, auditing and bookkeeping services
NUTS code UKL

II.1.3)Information about a public contract, a framework agreement or a dynamic purchasing system (DPS)
II.1.4)Information on framework agreement
II.1.5)Short description of the contract or purchase(s)

Expressions of interest are sought from suitably qualified organisations who are able to supply a Human Resource Information System with multi-locational access by employees for a self service function; a fully managed payroll service with electronic output to employees and interfaces with related financial and Human Resource systems, and an electronic expenses management system with employee portal and interface to payroll service.It is envisaged that the system and service chosen will comprise an integrated suite to help the Museum manage all is the staff administration requirements.
Community Benefits do not apply to this contract.
II.1.6)Common procurement vocabulary (CPV)

48450000, 72212450, 79211110

II.1.7)Information about Government Procurement Agreement (GPA)
II.1.8)Lots

This contract is divided into lots: yes
Tenders may be submitted for one or more lots
II.1.9)Information about variants
II.2)Quantity or scope of the contract
II.2.1)Total quantity or scope:
II.2.2)Information about options
II.2.3)Information about renewals
II.3)Duration of the contract or time limit for completion

Information about lots

Lot No: 1 Lot title: Human Resource System

1)Short description

To provide an automated HR system for electronic records of employees including starter and leaver administration; documentation management,diversity; establishment management; recruitment and E-recruitment; training and development; career history and contract management; pay and benefits; absence management; and Performance Management together with a secure employee and manager self service facility allowing requests, authorisations and updates to be made from various user locations through a web portal.
It is anticipated that system will be capable interfacing with existing internal systems and those offered by external providers covering payroll and pension functions, financial systems, and be able to export data for transfer or manipulation via proprietary products and other file formats as needed.
The system will have suitable security and audit controls.
2)Common procurement vocabulary (CPV)

48450000, 72212450

3)Quantity or scope
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots
Lot No: 2 Lot title: Provison of Payroll Services

1)Short description

To provide a fully managed monthly payroll service for up to 750 employees and workers with incremental spinal column points based on grading and service. To also provide a payroll service for 460 pensioners who currently receive payment monthly and paper pay advices annually.
The service provision should be capable of interfacing with other electronic products, in order to receive monthly input for processing in addition to various proprietary systems and other file formats, and export payroll output and management data in suitable formats for importing into financial systems.
2)Common procurement vocabulary (CPV)

79211110

3)Quantity or scope
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots
Lot No: 3 Lot title: Electronic Expenses Management System

1)Short description

To provide a multi-point of access expenses management system for use by employees and authorising managers in relation to travel, subsistence and out of pocket expenses in line with the atcontracting authority’s terms and conditions.
It will need to interface with the proposed payroll service in order for payment of expenses to be made via the monthly payroll.
2)Common procurement vocabulary (CPV)

48450000

3)Quantity or scope
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots

Section III: Legal, economic, financial and technical information

III.1)Conditions relating to the contract
III.1.1)Deposits and guarantees required:
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:

Payment will be in pounds sterling and made by electronic funds transfer.
III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:
III.1.4)Other particular conditions
III.2)Conditions for participation
III.2.1)Personal situation of economic operators, including requirements relating to enrolment on professional or trade registers

Information and formalities necessary for evaluating if the requirements are met: (a) is bankrupt or is being wound up, whose affairs are being administered by the courts, who has entered into an arrangement with creditors or who is in any analogous situation arising from a similar procedure under national laws and regulations;
(b) is the subject of proceedings for a declaration of bankruptcy, for an order for compulsory winding-up or administration by the courts or for an arrangement with creditors or is the subject of any other similar proceeding under national laws or regulations;
(c) has been convicted of an offence concerning his professional conduct by a judgement which has the force of res judicata;
(d) has been guilty of grave professional misconduct proven by any means which the contracting authorities can justify;
(e) has not fulfilled obligations relating to the payment of social security contributions in accordance with the legal provisions of the country in which he is established or those of the country of the contracting authority;
(f) has not fulfilled obligations relating to the payment of taxes in accordance with the legal provisions of the country in which he is established or those of the country of the contracting authority;
(g) is guilty of serious misrepresentation in supplying the information required under the provisions of the Directive on the criteria for qualitative selection;
III.2.2)Economic and financial ability
III.2.3)Technical capacity
III.2.4)Information about reserved contracts
III.3)Conditions specific to services contracts
III.3.1)Information about a particular profession
III.3.2)Staff responsible for the execution of the service

Section IV: Procedure

IV.1)Type of procedure
IV.1.1)Type of procedure

Restricted
IV.1.2)Limitations on the number of operators who will be invited to tender or to participate

Envisaged minimum number 4: and maximum number 8
Objective criteria for choosing the limited number of candidates: For each lot the highest scoring operators will be invited to tender based on technology driven solution, financial risk and relevant experience in relation to providing above services to multi-site locations.
IV.1.3)Reduction of the number of operators during the negotiation or dialogue
IV.2)Award criteria
IV.2.1)Award criteria

The most economically advantageous tender in terms of the criteria stated in the specifications, in the invitation to tender or to negotiate or in the descriptive document
IV.2.2)Information about electronic auction

An electronic auction will be used: no
IV.3)Administrative information
IV.3.1)File reference number attributed by the contracting authority:

AC/2013/NW
IV.3.2)Previous publication(s) concerning the same contract
IV.3.3)Conditions for obtaining specifications and additional documents or descriptive document
IV.3.4)Time limit for receipt of tenders or requests to participate

20.7.2012
IV.3.5)Date of dispatch of invitations to tender or to participate to selected candidates
IV.3.6)Language(s) in which tenders or requests to participate may be drawn up
IV.3.7)Minimum time frame during which the tenderer must maintain the tender
IV.3.8)Conditions for opening tenders

Section VI: Complementary information

VI.1)Information about recurrence
VI.2)Information about European Union funds
VI.3)Additional information

The contracting authority considers that this opportunity may be suitable for small or medium (SME’s). However, any selection of tenderers will be based solely on the criteria set out for the procurement, and the contract will be awarded on the basis of the most economically advantegous tender.
Buy4Wales Reference Number: 30410.
VI.4)Procedures for appeal
VI.4.1)Body responsible for appeal procedures
VI.4.2)Lodging of appeals
VI.4.3)Service from which information about the lodging of appeals may be obtained

VI.5)Date of dispatch of this notice:12.6.2012